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What is digital business transformation with relation to your document management?
Digital transformation, where do you want to be?
Digital transformation is the integration of digital technology into your business processes.
This is done to improve the overall performance of the business and to reduce operation cost. Culture change is also necessary for a complete and successful business digital transformation.
The initial investment in digital transformation is high and thus care and diligence should be taken to ensure that the implementation is done well. If done well this cost will return tenfold in the long run. What the company needs is an agile team that is alway ahead with the technological changes.
Why digital transformation?
When a business goes into a complete digital transformation the return on investment is huge.
How do you gauge the level you are in?
This is in your digital transformation with relation to your document management.
There are four levels of determining where you are.
Level 1: Analogue
This is the initial stage where all your documents are in paper form. The paper documents are stored in files and boxes, either in filing cabinets or in a store within the office space.
Level 2: Digital Focus (Digitized)
In this level you are digitally focused but with no strategy in place.
Your workflows are still paper based. You might be having some kind of a cloud storage but no systemized way of storing. The documents cannot be found using the search tools. There is no systemized way of storing the digital documents, The documents are just dumped into the cloud storage to give us that feeling that the documents are safe.
Level 3: Digital focus (Automated)
At this stage digital strategy is already in place. The company is now aware of its journey to digital transformation.
At this level the workflow is automated and there is minimal use of paper.
Level 4: Digitally transformed (Optimized)
In this stage the company is completely digitally transformed. No paper is in use at all. There is complete collaboration across all the departments of a company.
There is full integration of the electronic document management system with all the other systems in the company such as the CRM, Human resource systems, accounting systems and others.
In this stage collaboration is on a high level. Robotic process automation is also appropriate for repeatable tasks and thus it is applicable here.
Searchability of documents with the help of artificial intelligence is also incorporated making the workflow flawless. With the system integration multichannel processing is raised to another level.
Conclusion
When you reach level 4, that is when the digital transformation is completely optimized, The transformation is profound. The return on investment is being felt completely but it takes a while, patience and focus.
Where are you at the moment?
Where would you like to be?